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spine=.816” Desktop Applications/Word Processing ™ g Easier!Here’s the last word on Word, Making Everythinfrom the master ofplain-English explanations! Open the book and find: Microsoft ® 2010It’s a whole new Word, so jump right into this book and Word • What all the keys on the keyboard Word 2010learn how to make the most of it! Here’s what you need to Microsoft ® are forknow, from firing up Word, understanding how to use thespell checker, and turning off features that drive you crazy • How to use the Ribbonto formatting documents, using templates, adding images, • Things to know about saving andand saving your stuff. You can even find special tips for the naming fileswriter in you. • How to recover a document you thought was lost • New to Word? — here’s the stuff most books assume you already know, such as how to use the keyboard, mouse, and gizmos in • Tools for collaborating with others the Word window • Tips for taming mail merge • Watch your words — clean up errors, replace sections of text, use copy-and-paste, and work with text blocks • A whole chapter on Word’s tools for writers • The grammar cop — make the most of the grammar and spell checkers • The ten commandments of Word • Make friends with formats — format characters, paragraphs, and pages to make your documents reader-friendly • Stylin’ — create styles to give your documents character • The fancy stuff — work with borders, lines, and boxes; add tables; and build an index Learn to: • Multitasking — manage multiple documents, convert documents • Work with all the newest Microsoft Word from different versions of Word, or save documents in different Go to Dummies.com® features file formats for videos, step-by-step examples, how-to articles, or to shop! • Create and edit documents quickly and • Publish or perish — print your documents or prepare them for sharing electronically easily • Share your work and collaborate with others $24.99 US / $29.99 CN / £17.99 UK • Use mail merge, create labels, and send e-mails in Word ISBN 978-0-470-48772-3Dan Gookin created the For Dummies format with the original book,DOS For Dummies, in 1991. With more than 11 million copies in print,his books have been translated into 32 languages. Recent titles includePCs For Dummies, Windows 7 Edition and Laptops For Dummies. Visit Dan Dan Gookinat www.wambooli.com. Bestselling author of all previous Gookin editions of Word For Dummies spine=.816” Get More and Do More at Dummies.com ® Start with FREE Cheat Sheets Cheat Sheets include pps • Checklists • Charts • Common Instructions • And Other Good Stuff! To access the Cheat Sheet created specifically for this book, go to Mobile A www.dummies.com/cheatsheet/word2010Get Smart at Dummies.comDummies.com makes your life easier with 1,000sof answers on everything from removing wallpaperto using the latest version of Windows
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Word 2010 FOR DUMmIES ‰ by Dan Gookin01_487723-ffirs.indd i 3/27/10 10:37 AM Word 2010 For Dummies® Published by Wiley Publishing, Inc
111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit- ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600
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Library of Congress Control Number: 2010923553 ISBN: 978-0-470-48772-3 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 101_487723-ffirs.indd ii 3/27/10 10:37 AM About the Author After physically destroying three typewriters, Dan Gookin bought his first computer in 1982 at the urging of the guy in the typewriter repair shop
Contrary to his prejudices, Dan quickly discovered that computers were about more than math, and he quickly took to the quirky little devices
Thirty years later, Mr. Gookin has written over 100 books about computers and high tech and gone through more than 50 computers, including a dozen or so laptops and portables. He has achieved fame as one of the first computer radio talk show hosts, the editor of a computer magazine, a national technology spokesman, and an occasional actor on the community theater stage
Dan still considers himself a writer and computer “guru” whose job it is to remind everyone that computers are not to be taken too seriously. His approach to computers is light and humorous, yet very informative. He knows that the complex beasts are important and can do a great deal to help people become productive and successful. Dan mixes his vast knowl- edge of computers with a unique, dry sense of humor that keeps everyone informed — and awake. His favorite quote is “Computers are a notoriously dull subject, but that doesn’t mean I have to write about them that way.” Dan Gookin’s most recent books are PCs For Dummies, Windows 7 Edition, and Laptops For Dummies, 4th Edition. He holds a degree in communications/ visual arts from the University of California, San Diego. Dan dwells in North Idaho, where he enjoys woodworking, music, theater, riding his bicycle, and spending time with his boys
01_487723-ffirs.indd iii 3/27/10 10:37 AM Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at http://dummies.custhelp.com. For other comments, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002
Some of the people who helped bring this book to market include the following: Acquisitions and Editorial Composition Services Senior Project Editor: Mark Enochs Project Coordinator: Lynsey Stanford Acquisitions Editor: Katie Mohr Layout and Graphics: Ashley Chamberlain, Copy Editor: Rebecca Whitney Samantha K. Cherolis, Christine Williams Technical Editor: James F. Kelly Proofreaders: The Well-Chosen Word Editorial Manager: Leah Cameron Indexer: Steve Rath Editorial Assistant: Amanda Graham Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Composition Services Debbie Stailey, Director of Composition Services01_487723-ffirs.indd iv 3/27/10 10:37 AM Contents at a Glance Introduction ................................................................ 1 Part I: Your Introduction to Word .................................. 7 Chapter 1: Hello, Word! ..................................................................................................... 9 Chapter 2: The Typing Chapter...................................................................................... 21 Part II: Your Basic Word ............................................ 31 Chapter 3: To and Fro in a Document ........................................................................... 33 Chapter 4: Text Editing ................................................................................................... 41 Chapter 5: Search for This, Replace It with That ......................................................... 49 Chapter 6: Blocks o’ Text ................................................................................................ 63 Chapter 7: Spell It Write .................................................................................................. 77 Chapter 8: Documents and Such.................................................................................... 89 Chapter 9: Publish Your Document ............................................................................. 103 Part III: Formatting ................................................. 117 Chapter 10: Character Formatting ............................................................................... 119 Chapter 11: Paragraph Formatting .............................................................................. 131 Chapter 12: Tab Formatting ......................................................................................... 145 Chapter 13: Page Formatting ........................................................................................ 161 Chapter 14: Document Formatting .............................................................................. 173 Chapter 15: Word Formatting Styles ........................................................................... 185 Chapter 16: Fun with Themes and Template Formatting ......................................... 199 Chapter 17: Sundry Formatting.................................................................................... 209 Part IV: Spruce Up a Dull Document ......................... 219 Chapter 18: Lines and Colors ....................................................................................... 221 Chapter 19: Able Tables ................................................................................................ 229 Chapter 20: Columns of Text ........................................................................................ 241 Chapter 21: Lots of Lists ............................................................................................... 249 Chapter 22: Here Come the Graphics .......................................................................... 257 Chapter 23: Even More Things to Insert in Your Document .................................... 27102_487723-ftoc.indd v 3/27/10 10:38 AM Part V: Even More Word ........................................... 281 Chapter 24: Multiple Documents, Windows, and File Formats ................................ 283 Chapter 25: Word for Writers ....................................................................................... 291 Chapter 26: Let’s Work This Out.................................................................................. 305 Chapter 27: Mail Merge Mania...................................................................................... 315 Chapter 28: Labels of Love ........................................................................................... 331 Chapter 29: A More Custom Word ............................................................................... 339 Part VI: The Part of Tens .......................................... 347 Chapter 30: The Ten Commandments of Word ......................................................... 349 Chapter 31: Ten Cool Tricks ......................................................................................... 353 Chapter 32: Ten Bizarre Things ................................................................................... 361 Chapter 33: Ten Avuncular Suggestions ..................................................................... 367 Index ...................................................................... 37102_487723-ftoc.indd vi 3/27/10 10:38 AM Table of Contents Introduction ................................................................. 1 About This Book .............................................................................................. 1 How to Use This Book ..................................................................................... 2 Foolish Assumptions ....................................................................................... 3 How This Book Is Organized .......................................................................... 3 Part I: Your Introduction to Word ....................................................... 4 Part II: Your Basic Word........................................................................ 4 Part III: Formatting ................................................................................. 4 Part IV: Spruce Up a Dull Document .................................................... 4 Part V: Even More Word ....................................................................... 4 Part VI: The Part of Tens ....................................................................... 5 What’s Not Here ............................................................................................... 5 Icons Used in This Book ................................................................................. 5 Where to Go from Here ................................................................................... 6 Part I: Your Introduction to Word .................................. 7 Chapter 1: Hello, Word!. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Getting Word Started ...................................................................................... 9 The good, yet unimaginative, way to start Word ............................ 10 The better way to start Word ............................................................. 11 The best way to start Word ................................................................ 11 Start Word by opening a document .................................................. 12 Looking at Word ............................................................................................ 13 Around the Word window .................................................................. 14 The blank place where you write....................................................... 16 The mouse pointer in Word ............................................................... 17 Ending Your Word Processing Day ............................................................. 18 To quit Word ........................................................................................ 18 Quit what you’re doing without quitting Word................................ 19 Set Word aside ..................................................................................... 20 Chapter 2: The Typing Chapter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 Behold the PC Keyboard!.............................................................................. 21 The Old Hunt-and-Peck ................................................................................. 23 Follow the blinking cursor .................................................................. 24 When to whack the spacebar ............................................................. 24 Backup and erase keys ........................................................................ 25 When to press that Enter key ............................................................. 2602_487723-ftoc.indd vii 3/27/10 10:38 AM viii Word 2010 For Dummies Stuff That Happens While You Type ........................................................... 27 The left end of the status bar ............................................................. 27 Between the pages ............................................................................... 27 Spots and clutter in your text ............................................................ 28 Strange underlines and colored text ................................................. 29 Part II: Your Basic Word ............................................. 31 Chapter 3: To and Fro in a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Scroll Through a Document ......................................................................... 33 Using the vertical scroll bar ............................................................... 34 Using the horizontal scroll bar .......................................................... 35 Scrolling your document with the mouse......................................... 35 Move the Insertion Pointer........................................................................... 36 Commanding the insertion pointer with the mouse ....................... 36 Moving in small increments (basic arrow keys) .............................. 36 Moving from beginning to end ........................................................... 37 The Browse Buttons ...................................................................................... 38 Get Back to Where You Once Edited .......................................................... 39 Go to Wherever with the Go To Command ................................................ 39 Chapter 4: Text Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 Remove Text You Don’t Want ...................................................................... 41 Deleting single characters .................................................................. 42 Deleting a word .................................................................................... 42 Deleting more than a word ................................................................. 43 Split and Join Paragraphs ............................................................................. 45 Making two paragraphs from one ...................................................... 45 Making one paragraph from two........................................................ 45 The Soft and Hard Returns ........................................................................... 46 Undo Mistakes with Undo Haste.................................................................. 47 Redo, the Undo-Undo command ........................................................ 47 Redo, the Repeat Typing command .................................................. 48 Chapter 5: Search for This, Replace It with That . . . . . . . . . . . . . . . . . .49 Text Happily Found ....................................................................................... 49 Using the Find command .................................................................... 50 Using the traditional Find command ................................................. 52 Finding more than text ........................................................................ 53 Finding stuff you can’t type in ............................................................ 55 Finding formatting ............................................................................... 57 Replace Found Text and Stuff ...................................................................... 59 Replacing it all at once ........................................................................ 61 Finding and replacing formatting....................................................... 6102_487723-ftoc.indd viii 3/27/10 10:38 AM Table of Contents ix Chapter 6: Blocks o’ Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63 Understanding Blocks ................................................................................... 63 Selecting Blocks of Text ................................................................................ 65 Using the keyboard to select text ...................................................... 65 Marking a block with the mouse ........................................................ 66 Using the F8 key to mark a block ....................................................... 68 Blocking the whole dang-doodle document ..................................... 69 Deselecting a Block ....................................................................................... 70 Manipulating Blocks of Text......................................................................... 70 Copying a block .................................................................................... 70 Moving a block ..................................................................................... 71 Setting the pasted text format............................................................ 72 Copying or moving a block with the mouse ..................................... 73 Collecting and Pasting .................................................................................. 74 Looking at the Clipboard pane ........................................................... 74 Pasting from the Clipboard pane ....................................................... 75 Cleansing the Clipboard pane ............................................................ 75 Chapter 7: Spell It Write . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77 Hue Right Grate.............................................................................................. 77 Check Your Spelling ...................................................................................... 78 Dealing with on-the-fly spell checking ............................................... 78 Dealing with words incorrectly flagged as being misspelled ......... 79 Undoing the Ignore All command ...................................................... 80 Removing words from the custom dictionary ................................. 81 AutoCorrect Your Common Typos ............................................................. 82 Understanding AutoCorrect ............................................................... 82 Creating your own AutoCorrect entries............................................ 83 Undoing an AutoCorrect correction .................................................. 84 Grammar Be Good ......................................................................................... 84 All-at-Once Document Proofing ................................................................... 85 Control Word’s Proofing Options ................................................................ 86 Changing spell-check and grammar settings.................................... 87 Perusing AutoCorrect options ........................................................... 87 Chapter 8: Documents and Such . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89 What Is a File? ................................................................................................ 89 A New Document ........................................................................................... 90 Save Your Stuff! .............................................................................................. 92 Saving a document the first time ....................................................... 92 Dealing with document-save errors .................................................. 94 Saving or updating a document ......................................................... 95 Forgetting to save before you quit .................................................... 9502_487723-ftoc.indd ix 3/27/10 10:38 AM x Word 2010 For Dummies Open a Document .......................................................................................... 96 Using the Open command .................................................................. 96 Opening a document icon ................................................................... 98 Accessing recently opened files......................................................... 98 Opening more than one document at a time.................................... 99 Opening one document inside another............................................. 99 Close a Document ........................................................................................ 100 Recover a Draft ............................................................................................ 101 Chapter 9: Publish Your Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103 Your Document on Paper ........................................................................... 103 Preparing the printer......................................................................... 104 Previewing a document ..................................................................... 105 Printing the whole document ........................................................... 106 Printing a specific page ..................................................................... 108 Printing a range of pages .................................................................. 108 Printing a block .................................................................................. 109 Printing more than one copy of something .................................... 109 Choosing another printer ................................................................. 110 Canceling a print job ......................................................................... 110 Electronic Publishing .................................................................................. 112 Preparing a document for sharing ................................................... 112 Sending a Word document by e-mail............................................... 113 Saving a Word document in a sharable format .............................. 114 Saving a Word document as a PDF .................................................. 115 Part III: Formatting .................................................. 117 Chapter 10: Character Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119 How to Format Characters ......................................................................... 119 Basic Character Formatting ....................................................................... 120 Changing the font ............................................................................... 121 Applying character formats.............................................................. 122 Using less-common character attributes ........................................ 124 Text Transcending Teeny to Titanic ......................................................... 124 Understanding points ........................................................................ 124 Setting the text size ........................................................................... 125 Nudging text size................................................................................ 126 More Colorful Characters ........................................................................... 126 Text Formatting with the Font Dialog Box ............................................... 127 Changing Text Case ..................................................................................... 129 Removing Character Formatting ............................................................... 13002_487723-ftoc.indd x 3/27/10 10:38 AM
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